Vital records guide
Notarized vital records applications, state by state
Every state issues certified copies of birth, death and marriage certificates, and every state restricts who may order one. When you apply by mail, the office has to trust a signature it cannot watch, so some states ask for a copy of your ID, some for a notarized signature, and two for a notarized sworn statement. This guide covers all 50 states plus Washington, D.C. and New York City, and explains what each one accepts when you apply for someone else.
What a certified copy is
A certified copy is the official reproduction of a vital record, printed on security paper and carrying the registrar’s signature and raised or embossed seal. It is what the passport agency, the DMV, the Social Security Administration, a probate court and most employers mean when they ask for your “birth certificate.” California calls it an authorized copy; some states say certified copy or certification.
The alternative is an informational copy: same data, but stamped “not a valid document to establish identity.” Anyone can usually get one of those. The ID, notary and eligibility rules on this page are all about the certified copy.
Who counts as an authorized person
Birth records are closed for 75 to 125 years depending on the state, death records for 25 to 50, so each state lists who may order a certified copy while the record is closed. The list almost always includes the person named on the record (once they are 18), their parents, spouse, children, siblings and grandparents, a legal guardian with court papers, and a legal representative acting for one of those people. Funeral directors and government agencies get their own line.
The sworn statement or notarized signature is how the state makes you accountable for claiming to be on that list. Lie on it and you have committed perjury, not just filled in a form wrong, which is why California and Texas put the penalty-of-perjury wording on a page of its own.
The three ways states verify a mailed application
In person, every office checks your photo ID at the counter. By mail, the office picks one of three substitutes.
Pattern 1
Photocopy of your ID
You fill in the form, sign it, enclose a copy of your driver’s license or passport and the fee, and mail it. No notary. This is the rule in most states; it is also the rule everywhere for in-person requests.
Where: Most states, including Florida, Georgia, Illinois, Ohio and Pennsylvania.
Pattern 2
Notarized signature
You sign the application in front of a notary, who completes a jurat or acknowledgment on the form. Some states require this on every mailed request; others accept it as an alternative to the ID photocopy, which helps if you have no current photo ID.
Where: Required: New York City, Minnesota, Iowa, Missouri. Either/or: Arizona, Montana, Wyoming, North Dakota, South Dakota, Tennessee.
Pattern 3
Titled sworn statement
A separate page headed “Sworn Statement” in which you declare under penalty of perjury that you are an authorized person. It must be signed before a notary when the application is mailed. The notary completes a certificate of acknowledgment rather than a jurat.
Where: California (form VS 20, page 4 of VS 111/112/113) and Texas county clerks and local registrars.
Applying for someone else
The question we are asked most: a parent in a care home needs a birth certificate for a benefits claim, a sibling abroad needs their marriage certificate, an executor needs a death certificate for an estate. Whether you may apply in their place depends on the state, and the answer falls into four groups.
Power of attorney
Some states name an agent under a power of attorney as an authorized person outright: California does in Health & Safety Code §103526: or let a “legal representative” apply with a copy of the POA. You sign the application and the sworn statement as the agent, enclose the POA and your own ID, and the certificate is issued to you.
Notarized authorization letter
Other states accept a letter signed by the registrant, often notarized , naming you to collect the record on their behalf, with a copy of their ID and yours. That letter is itself a notarization most people get done online.
Court order
Guardians and conservators apply with their letters of appointment; anyone outside the eligibility list needs a court order directing the registrar to release the record.
Not accepted
New York City issues a birth certificate only to the person named on it or a parent listed on it. There is no third-party route short of a court order. A few other states are nearly as strict for birth records while being open for death and marriage records.
The power of attorney itself usually has to be notarized too. See notarizing a power of attorney online.
Mail-in requirements in every state
What the state vital records office requires with a mailed application for a certified birth certificate, and whether someone else may apply for you. County and city offices sometimes add their own rules, the state pages list the local forms we index. Checked against each agency’s site in October 2026.
| State | Mailed application needs | Applying for someone else | Birth certificate fee |
|---|---|---|---|
| Alabama | ID onlySigned form plus a copy of one primary photo ID (or two secondary IDs). No notary. | Attorney representing the registrant · Legal guardian (with papers) | $15 |
| Alaska | ID onlySigned form plus a copy of government photo ID and payment. No notary on your own request. | Notarized authorization letter · Attorney representing the registrant · Legal guardian (with papers) | $30 |
| Arizona | Notary or IDEither a photocopy of both sides of your government photo ID or a notarized signature on the form, plus proof of relationship. | Power of attorney · Court order · Attorney representing the registrant · Legal guardian (with papers) · Notarized authorization letter | $20 |
| Arkansas | ID onlyApplication, a copy of your photo ID and payment. No notary. | Legal guardian (with papers) | $12 |
| California | Sworn statementThe Sworn Statement (VS 20) in the application packet must be signed before a notary for any mailed authorized-copy request; no ID copy is needed. | Power of attorney · Court order · Attorney representing the registrant · Legal guardian (with papers) | $31 |
| Colorado | ID onlySigned form plus a copy of a valid photo ID and proof of relationship where required. No notary. | Power of attorney · Attorney representing the registrant · Legal guardian (with papers) · Court order | $25 |
| Connecticut | ID onlySigned form plus a copy of a government photo ID (or two listed documents) and proof of eligibility. No notary. | Attorney representing the registrant · Legal guardian (with papers) · Court order | $30 (state) / $20 (town) |
| Delaware | ID onlySigned form plus a copy of a valid photo ID and proof of relationship. No notary. | Attorney representing the registrant · Legal guardian (with papers) · Court order | $25 |
| District of Columbia | ID onlySigned form plus a copy of one primary ID (or three secondary IDs). No notary. | Power of attorney · Attorney representing the registrant · Legal guardian (with papers) · Court order | $23 |
| Florida | ID onlySigned DH 726 plus a copy of the front and back of a valid photo ID and any eligibility proof. No notary. | Notarized authorization letter · Attorney representing the registrant · Court order · Legal guardian (with papers) | $9 (computer certification) / $14 (photocopy certificate) |
| Georgia | ID onlySigned Form 3918 plus a photocopy of a valid picture ID and the fee. No notary. | Notarized authorization letter · Attorney representing the registrant · Legal guardian (with papers) · Court order | $25 |
| Hawaii | ID onlySigned form plus a copy of a valid government photo ID and proof of relationship. No notary. | Notarized authorization letter · Power of attorney · Court order · Legal guardian (with papers) | $10 |
| Idaho | ID onlySigned form plus a photocopy of a current ID showing your signature, and payment. No notary. | Attorney representing the registrant · Court order | $16 |
| Illinois | ID onlySigned form plus a copy of both sides of a non-expired government photo ID. No notary. | Power of attorney · Notarized authorization letter · Attorney representing the registrant · Court order | $15 (long form) / $10 (short form) |
| Indiana | ID onlySigned form plus a copy of the front and back of your ID, or the application is rejected. No notary. | Attorney representing the registrant · Legal guardian (with papers) · Court order | $10 |
| Iowa | Notary requiredEvery mailed application must be notarized (jurat) and come with a photocopy of your photo ID. | Attorney representing the registrant · Legal guardian (with papers) · Court order | $20 |
| Kansas | ID onlySigned form plus a copy of both sides of a current photo ID (or two secondary documents). No notary. | Legal guardian (with papers) · Attorney representing the registrant · Court order | $20 |
| Kentucky | ID onlySigned form, relationship to the registrant and the fee; no ID copy listed for mail. No notary. | No published rule | $10 |
| Louisiana | ID onlySigned form plus a copy of a federal or state photo ID and the fee, or the order is returned. No notary. | Attorney representing the registrant · Legal guardian (with papers) | $15 (long form); birth certificate + birth card pair $24 |
| Maine | ID onlySigned form plus a copy of a government ID and proof of eligibility if you are not on the record. Notary only for third-party releases. | Notarized authorization letter · Attorney representing the registrant · Power of attorney · Legal guardian (with papers) · Court order | $15 |
| Maryland | ID onlySigned form plus a legible copy of a valid government photo ID. A notarized letter is needed only when a representative applies. | Notarized authorization letter · Court order · Legal guardian (with papers) | $10 |
| Massachusetts | ID onlySigned form plus a photocopy of a government photo ID. No notary except for pre-adoption birth records. | Attorney representing the registrant · Legal guardian (with papers) · Court order | $32 standard / $42 expedited |
| Michigan | ID onlyHand-signed form plus a photocopy of valid ID. No notary. | Power of attorney · Attorney representing the registrant · Legal guardian (with papers) · Court order | $34 |
| Minnesota | Notary requiredEvery mailed or faxed request must be signed in front of a notary; no ID copy is required in the packet. | Notarized authorization letter · Attorney representing the registrant · Court order · Legal guardian (with papers) · Power of attorney | $26 first copy, $19 each additional copy |
| Mississippi | ID onlySigned Form 522 plus a copy of a valid photo ID, or the application is returned. No notary. | Attorney representing the registrant · Legal guardian (with papers) · Court order | $17 |
| Missouri | Notary requiredEvery mailed application must be notarized; the notary's identity check replaces the ID copy. | Attorney representing the registrant · Notarized authorization letter · Legal guardian (with papers) · Power of attorney | $15 |
| Montana | Notary or IDEither an enlarged photocopy of both sides of your photo ID or a notarized application (jurat). | Notarized authorization letter · Legal guardian (with papers) · Court order · Power of attorney | $16 |
| Nebraska | ID onlySigned form plus a photocopy of a current government photo ID and a stamped return envelope. No notary. | Notarized authorization letter · Legal guardian (with papers) | $17 |
| Nevada | ID onlySigned form plus a copy of your photo ID, proof of relationship and payment. No notary on the state application. | Court order | $25 |
| New Hampshire | ID onlySigned form plus a legible photocopy of your photo ID. A notarized letter is needed only to mail the record to another address. | Attorney representing the registrant · Legal guardian (with papers) · Notarized authorization letter | $15 |
| New Jersey | ID onlyREG-27A plus photocopies of acceptable ID and proof of relationship. A notarized letter is needed only to mail the record to a different address. | Notarized authorization letter · Attorney representing the registrant · Legal guardian (with papers) · Court order | $25 |
| New Mexico | ID onlySigned form plus a photocopy of your government picture ID and the fee. No notary. | No published rule | $10 |
| New York | ID onlyOutside New York City: signed form plus a copy of one photo ID (or two address documents). A notarized statement is needed only for delivery to a P.O. box or third party. | Attorney representing the registrant · Court order | $30 |
| New York City | Notary requiredSection Four of the birth application (and the death application signature) must be notarized with a jurat; enclose a photo ID copy as well. | Attorney representing the registrant · Notarized authorization letter · Court order | $15 per copy (max 3) + $7.50 premium mail processing fee; $3 per extra year searched beyond two |
| North Carolina | ID onlySigned form plus a photocopy of one photo ID (or two secondary IDs). No notary at the state office or the county registers surveyed. | Power of attorney · Attorney representing the registrant · Legal guardian (with papers) · Court order | $24 |
| North Dakota | Notary or IDA photocopy of a primary photo ID, two secondary documents, or the application signed before a notary (jurat). | Court order · Legal guardian (with papers) · Power of attorney | $15 |
| Ohio | ID onlySigned form and the fee; Ohio asks for neither a notary nor an ID copy. | Open record: anyone may order | $21.50 |
| Oklahoma | ID onlySigned form plus a photocopy of one primary photo ID (or two secondary IDs) and eligibility proof. No notary. | Power of attorney · Attorney representing the registrant · Court order · Legal guardian (with papers) · Notarized authorization letter | $15 |
| Oregon | ID onlySigned form plus a copy of one current photo ID (or three documents bearing your name). No notary. | Notarized authorization letter · Power of attorney · Attorney representing the registrant · Legal guardian (with papers) · Court order | $25 (computer-issued short form) / $30 (full-image long form) |
| Pennsylvania | ID onlySigned form plus a photocopy of a valid government photo ID with a matching address. No notary. | Power of attorney · Attorney representing the registrant | $20 |
| Rhode Island | ID onlySigned form plus a clear photocopy of a valid government photo ID. No notary. | Attorney representing the registrant · Court order · Legal guardian (with papers) | $25 by mail ($22 walk-in) |
| South Carolina | ID onlySigned form plus a photocopy of a current photo ID and payment. No notary. | Legal guardian (with papers) · Attorney representing the registrant · Court order | $12 |
| South Dakota | Notary or IDA copy of a photo ID, or, if none is provided, the application signed in front of a notary. | Notarized authorization letter · Legal guardian (with papers) · Attorney representing the registrant · Court order | $15 |
| Tennessee | Notary or IDUnless the application is notarized, a photocopy of a valid government ID showing your signature. | Attorney representing the registrant · Legal guardian (with papers) · Power of attorney · Notarized authorization letter · Court order | $15 |
| Texas | Sworn statementNotarized proof of identity on every mailed request: the DSHS form has a notary acknowledgment section; county clerks attach a page titled Sworn Statement. Enclose an ID copy as well. | Power of attorney · Notarized authorization letter · Court order · Attorney representing the registrant · Legal guardian (with papers) | $22 (long form or short form) |
| Utah | ID onlySigned form plus a readable photocopy of both sides of one primary photo ID (or two secondary documents). No notary. | Legal guardian (with papers) · Attorney representing the registrant · Court order | $25 |
| Vermont | ID onlySigned form plus a photocopy of one current primary ID. No notary. | Attorney representing the registrant · Court order · Legal guardian (with papers) | $10 |
| Virginia | ID onlySigned VS6B plus an enlarged photocopy of one primary ID (or two secondary documents). No notary. | Power of attorney · Attorney representing the registrant · Legal guardian (with papers) · Court order | $15 |
| Washington | ID onlySigned order form (under penalty of perjury) plus a copy of one government photo ID and proof you are a qualified applicant. No notary. | Notarized authorization letter · Power of attorney · Attorney representing the registrant · Legal guardian (with papers) · Court order | $25 |
| West Virginia | ID onlySigned form plus a copy of a valid photo ID. No notary. | Legal guardian (with papers) · Attorney representing the registrant · Court order | $12 |
| Wisconsin | ID onlySigned attestation plus a photocopy of one unexpired photo ID (or two listed documents). No notary. | Attorney representing the registrant · Legal guardian (with papers) · Power of attorney | $20 |
| Wyoming | Notary or IDA photocopy of a signed government photo ID, or a notarized signature on the form (or the separate Notarized Statement of Identification) in its place. | Attorney representing the registrant · Legal guardian (with papers) · Court order | $25 |
Key: Sworn statement = notarized sworn statement; Notary required = notarized signature; Notary or ID = notarized signature or id copy; ID only = id copy, no notary.
State guides
The states where a notary is part of the mailed application, with the official forms, the exact notary block they print, and what to enclose when you apply for someone else.
Common questions
- Which states require a notarized application for a birth certificate?
- California and Texas require a notarized sworn statement with any mailed application for a certified (authorized) copy. New York City, Minnesota, Iowa and Missouri require the application signature itself to be notarized. Arizona, Montana, Wyoming, North Dakota, South Dakota and Tennessee accept a notarized signature in place of a photocopy of your ID. The remaining states ask only for an ID copy.
- What is the difference between a certified copy and an informational copy?
- A certified (or authorized) copy is issued on security paper with the registrar's seal and can be used to prove identity, for a passport, REAL ID, Social Security or an estate. An informational copy is marked “not a valid document to establish identity”; it is useful for genealogy and research. Notary and ID requirements apply to the certified copy, which is why states restrict who may order one.
- Can I order someone else's birth certificate?
- Only if the state counts you as an authorized person: typically the registrant, a parent, spouse, child, sibling, grandparent, legal guardian or legal representative. A few states accept a notarized authorization letter from the registrant or an agent acting under a power of attorney; others require a court order; New York City issues only to the registrant or a parent. Each state page on this site spells out what to enclose.
- Does an online notarization count for a vital records application?
- Yes in every state that permits remote online notarization: the notary's electronic seal and certificate are legally equivalent to an ink stamp, and vital records offices accept the printed, notarized PDF by mail. The notary must be commissioned in a state that authorizes online notarization; Rush Notary's notaries are.
- Why do some states attach a certificate of acknowledgment instead of a jurat?
- California and Texas put the penalty-of-perjury oath inside the sworn statement itself and ask the notary to acknowledge the signature. New York City, Minnesota and Iowa use a jurat (“subscribed and sworn before me”). Either way you appear before the notary, show ID and sign; the wording on the form tells the notary which certificate to complete.
General guidance, not legal advice. Fees and forms change; confirm with the issuing office before mailing. The sworn statement and jurat glossary entries explain the notarial acts these forms use.